Using DIAMOND software Documents are automatically "indexed" when they are entered into the system. This produces data for abstract summaries, context searches, auto-filing, etc.
Indexing also allows for a number of different ways to Reference documents in addition to the auto-index. This referencing process could be manual or automatic and take references from bar codes, OCR, OMR and ICR.
References can also be applied using the e-Notes application and documents can be grouped in a Child-Parent relationship.
The data is transported over a standard TCP/IP network using standard Web based tools. Documents are emailed to the server and retrieved through a Web Browser.
The DIAMOND system has an auto-filing feature so that information is always stored in the right place (including a junk filter)
The system also includes graphical modelled business processes with direct access to relevant documents. These models are designed so that you can "drill down" to different levels of detail and also ensure documents are identified for automatic filing.
Documents can be grouped, filed and secured in a number of ways.
Grouping is done by applying a BOOLEAN criteria based on content, references, filename and/or date & time. This grouping criteria can be applied to all functionality such as searches, security, auto-filing, archiving, etc.
This criteria can be used to create logical subsets, which may be additionally passworded to ensure further security
The retrieval of this information is then available from searches, drill down intuitive finding or direct access by grouping indexing.
The system allows concurrent access to all documents unless it has been specified otherwise.
The system has "check-in" and "check-out" functionality so that a document can be specified so that it can only be modified by authorised users and only by one user at a time.
Documents can be "down-loaded" to the client computer, which allows for faster local processing
Using DIAMOND software Documents are automatically "indexed" with a unique revision control identification when they are entered into the system. This produces data for abstract summaries, context searches, auto-filing, etc.
The system allows concurrent access to all documents unless it has been specified otherwise.
The system has "check-in" and "check-out" functionality so that a document can be specified so that it can only be modified by authorised users and only by one user at a time.
Every time a document / file is accessed or even an attempted access the system records this. All changes to documents are recorded with a new revision identification of version, who carried out the change and when.
The latest version is always available, with previous versions being archived either immediately or against a predetermined time date.
No versions of document are lost, they remain in the system in a holding position or in the archive.
Only the systems administrator is able to delete documents, and this is only with the additional security and electronic permission of the document originator or owner.
Documents can be "down-loaded" to the client computer, which allows for faster local processing
The DIAMOND software system contains powerful search functionality as well as storing documents in a structured and logical way that ensures fast and accurate retrieval. We believe any item may be found within 5 to 30 seconds
The retrieval of any file is facilitated in three separate ways:
The modelled business processes with direct access to relevant documents. These models are designed so that you can "drill down" to different levels of detail.
A BOOLEAN search that combines parameters that look for content, filenames with wild-cards and date & times and any combination of these.
There is also the option to retrieve a version history of documents as well as its Parent or Children.
An auto-filing feature so that information is always stored in the right place (including a junk filter).
Information can be routed or copied to any location based on its content, filenames and/or date & times.
The retrieval of this information is then available from searches, drill down intuitive finding or direct access by grouping indexing or browse menus.
The system allows concurrent access to all documents unless it has been specified otherwise.
The system has "check-in" and "check-out" functionality so that a document can be specified so that it can only be modified by authorised users and only by one user at a time.
Documents can be "down-loaded" to the client computer, which allows for faster local processing.